Work Culture

Here’s how the magic of to-do lists can put you in control


Published on August 16, 2017

Meetings, emails, deadlines, milestones—so much of our modern workday involves tracking countless to-dos. Remembering and organizing all these duties can suck up so much time and energy, there’s little left for the work itself. Instead of mastering our tasks, our tasks are mastering us. Luckily there’s a simple, centuries-old solution: the daily to-do list. Sure, checklists have their detractors—folks that claim they constrain creativity or induce undue guilt—but when done well, a to-do list functions like a trusty aide-de-camp, greatly improving your ability to remember, plan, and prioritize. A few ways these little lists help:

They unburden your brain

As Getting Things Done guru David Allen puts it: “Your mind is for having ideas, not holding them.” The more we burden our brains with remembering tasks, the less we’re actually able to accomplish. Neuroscience says that our conscious minds can pay attention to only four things max at any one time. Spend that mental energy recalling minute tasks—return call, water fern—and you’ll struggle to focus on what’s truly important. A daily to-do list allows you to offload this cognitive burden, freeing up your mental RAM and enabling you to work more efficiently.

They provide perspective

By transferring duties from your whirling mind to the written page, to-do lists create psychological distance from tasks, which helps you set priorities and strategize. Seen in perspective, it’s suddenly clear that sending out a weekly status update is less vital than pitching a new project. List-making also encourages a proactive mindset, versus a reactive one. By taking time to identify the steps to achieving your goals, you’re most likely to prioritize these tasks when confronted with competing demands.

They reduce stress

That nagging, distracted feeling that something remains unfinished or forgotten? It’s caused by a phenomenon known as the Zeigarnik effect—the principle that people tend to remember uncompleted tasks better than completed one. Crossing off finished items on a list helps mitigate this effect, allowing your brain to stress less and do more.

How to build a better to-do list

According to one survey, only one in 10 professionals completes their to-do list on an average workday. Setting yourself up for a better track record starts with creating a task list that’s clear, focused, and manageable:

  1. Remember to curate and cull An all-too-common mistake: Treating your to-do list like a junk drawer for all your ideas, wishes, and reminders. According to Strikethru system creator Chris Kyle, that brainstorm belongs in a separate holding tank—what he calls “The Dump.”Creating your actual to-do list involves distilling this idea soup down to your critical tasks. This winnowing process is powerful, forcing you to clarify your objectives and ruthlessly prioritize from the start.Equally important: Clearing the clutter. By deleting irrelevant or out-of-date tasks at regular intervals, your list stays short and sharp.
  2. Make it actionable and scheduled “Get better at public speaking” is a noble goal, but it’s fuzzy compared to “register for public speaking workshop.” Scan your list for vague to-do’s and replace them with tasks you can decisively declare “done.”Even better, assign deadlines to your tasks and schedule them on a calendar or in a reminder-based app. Adding a time element gives you a more realistic picture of what’s achievable each day and helps ensure that important but non-urgent projects don’t slip off your radar.
  3. Set limits on list-making The pleasure of crossing off completed items can be a powerful motivator—or a potential pitfall. A clear red flag: You’re spending more time organizing and updating your to-do list than actually doing what’s on it.Consider limiting how often you check your list—perhaps first thing in the morning, once during the day, and right before you turn in at night. Resist the temptation to break manageable tasks into micro items that you cross every couple minutes, which will only disrupt your flow.

Find your ideal format

Ready to harness the power of a daily to-do list? Your first task: Find a format that fits your style, whether that’s a simple checklist template or an entire organizational system.

  1. Old-school analog lists Pen and paper may feel like an anachronism, but studies show that writing things down by hand helps you better process and remember content. Another major benefit: Paper provides a calm space to gather your thoughts and set priorities, without the distraction of emails and texts.Analog to-do lists range from index cards to elaborate journals and organizers. Look for a system you’ll actually use and keep at hand: That bespoke leather notebook may be beautiful but it won’t help you capture important tasks if it’s sitting in your drawer.
  2. Digital to-do lists Whether it’s a free app or a system with all the bells and whistles, digital to-do lists have distinct advantages, including the ability to sync across devices and share tasks with collaborators.Features to look for: the ability to easily arrange and prioritize items, calendar integration for scheduling and reminders, and a recurring task feature to save you the effort of repeat entries. Like Goldilocks, you may find some systems too basic and others too complex, before landing on the “just right” method that boosts your productivity.
  3. Creative list-making Artist Adolf Konrad was onto something when he sketched his entire packing list, from safety pins to striped socks. A beautiful or quirky to-do list can inspire action and aid memory—not to mention injecting a little fun into your workday.

Get creative and think outside the checkbox. A wall of colorful sticky notes can help you visualize the steps of a major project. Photo-based reminders can make tasks more compelling and memorable. You might even try creating an emotion-based to-do list or a recasting your to-do list as a story. Whatever method you settle on, a great list puts you back in control of your to-dos. Amidst the swirl of multiple tasks, you’re focused on what matters: the right tasks, done right.

Dropbox Paper: Create task lists for your team, and go from to-do to done | Try it free
Dropbox Paper: Create task lists for your team, and go from to-do to done | Try it free